Easy Free Procedure Manual Template Download Now

Create your Procedure Manual – Getting Started

A Procedure Manual Template will allow you to create your Procedure Manual quickly and efficiently. A Procedure Manual is a document that outlines the specific steps and processes required to complete tasks or activities within an organization. It provides detailed instructions on how to perform routine operations consistently and efficiently, ensuring quality, compliance, and alignment with organizational standards.

Use MS Word and easily create a Procedure Manual Fast !
Procedure Manual Template + 44 Free Templates

Procedure Manual Template Free Download

Whether you use a free procedure manual template or a paid procedure manual template, this HR tool is the secret to improving the performance of your business and team almost overnight. A Procedure Manual will make a significant difference. Your whole team need access to a Procedure Manual to promote consistency throughout your business and to ensure everyone is aware of the guidelines, rules and obligations.

Discover more below about creating a Procedure Manual from a Procedure Manual Template and start the process of improving your business today.

Understanding Policies, Procedures, and Processes – Do I really need them?

Even small businesses need clear policies and procedures as they provide structure, consistency, and efficiency – helping employees understand their roles and ensuring compliance with legal and ethical standards. Ultimately these tools help foster a well-organized and sustainable business environment.

Helpful Definitions

What is a Procedure?

A procedures manual or procedural manual typically gathers together a number of procedures used within an organisation, or for a specific set of functions. A procedure is a document that instructs workers on executing one or more activities of a business process. It describes the sequence of steps, and specifies for each step what needs to be done, often including when the procedure should be executed and by whom.”
https://en.wikipedia.org/wiki/Procedure_(business)

What is a Process?

A business process begins with a mission objective (an external event) and ends with achievement of the business objective of providing a result that provides customer value. Additionally, a process may be divided into sub-processes (process decomposition), the particular inner functions of the process.
https://en.wikipedia.org/wiki/Process

What is a Policy?

A policy is a deliberate system of guidelines to guide decisions and achieve rational outcomes.
https://en.wikipedia.org/wiki/Policy

What are the specific differences between Policies and Procedures?

In summary, policies provide the overarching framework and guidelines, while procedures offer detailed instructions on how to carry out tasks within that framework.

Both are essential for creating a well-organized, compliant, and efficient business environment.

Separating policies and procedures is important because policies set the strategic direction and ethical standards for the organization – guiding decision-making. Procedures on the other hand provide the specific, practical steps employees need to follow, ensuring standardized and efficient implementation of the policies in day-to-day operations.

This clear distinction ensures a well-structured and compliant business environment, balancing strategic vision with practical execution.

Create a Policy and Procedure Manual

Policy and Procedure Manual Contents – Use a Template

If you are a small business or just starting out, consider creating a combined Policy and Procedure Manual, as the two complement each other. This will ensure efficiency, ease of use and operation.

The first thing you can do is separate your manual into 2 sections. Creating policies and procedures in your business improve your quality management system all around.

You should customize the sections and subsections according to your organization’s specific needs and regularly update the manual to reflect changes in procedures, policies, or regulations.

Below is a typical Policy and Procedure Manual format that you could use for your business.

Summary of sections for a Policy and Procedure Manual

Below are a list of typical headings you could have in a Policy and Procedure Manual.

• Introduction
• Purpose and Scope
• Roles and Responsibilities
• Policies
• Procedures
• Compliance and Legal Requirements
• Training and Implementation
• Monitoring and Review
• Appendices and References

If you need to develop an office procedure manual then you should consider purchasing a template. This will save you significant time and effort. Generating a procedure manual from scratch is a huge task.

Detailed Example of a Policy and Procedure Manual Template Table of Contents

Mandatory requirements for a Procedure Manual

There are definitely some mandatory requirements for a Procedure Manual for any business. This might go without saying, however it is important to ensure the basics are covered. Below is a table that outlines some mandatory information you need to include in your Procedure Manual.

Mandatory HR Procedure Manual Content

Addressing the items above will be a great start for creating a procedure manual from a good quality procedure manual template.

Language and Tone for System Documents

The language and tone of a procedure manual should be clear, concise, and easily understandable for the target audience.

Generally the language and tone should:

• Clear and straightforward
• Maintain a consistent writing style and format
• Concise and to the point
• Use an ‘active voice’
• Have an organized structure
• Use visual aids and be user-focused.

The language and tone may vary based on the specific context and audience of the manual.

Digital Platforms to Create Your Policies and Procedures

The format you choose for your procedure manual and HR tools will depend on your current stage in their development. Each type of system comes with its own set of advantages and disadvantages.

From a simple document to a sophisticated online digital portal, the options are virtually limitless.

Here are just a few examples:

MS Word Procedure Manual – Simple and Fast

Obviously you can use a simple format like MS Word and create a manual quickly and cheaply. However over time you will find that this may not be suitable enough.

If you are building a comprehensive quality system, then the simplest and fastest way to kick things off is to use MS Word. However, overtime this is likely to become an issue due to the amount of information you need to add to the manual.

MS Word is going to help you get things going fast, however you will quickly realize you need something else to build your quality manual as it grows quickly.

No matter where you wind up in the future, getting things started with a Microsoft Word template will make things move much quicker, and allow you to start gathering the content in one location immediately. This can then be transferred to another platform if necessary at a later date.

Microsoft Sharepoint Procedure Manual – Clunky or What?

We all know about Microsoft Sharepoint and how clumsy it is to create elements and operate. There are certainly better choices out there than using this tool. It has been around for a long time, however has it ever been used successfully?

Also – what would you do if Microsoft decide to stop developing it? If you build your business around third party apps like Microsoft Sharepoint, you have to expect that at some point they might close it down and all your hard work goes out the window.

WordPress Procedure Manual – More Expertise Required

WordPress is an excellent CMS (Content Management System). However, it takes a bit of expertise to operate it. If you have the internal knowledge in your organization to use WordPress, then it certainly is a great option and highly recommended.

Other Digital Platform Alternatives – Third Party Platforms

You can create your procedure manual in a range of other formats. Remember though, if you commit to a format, be aware that things change quickly and the last thing you need is for the platform to be removed or deleted.

There are numerous third party platforms available. However, as mentioned above, if you put a massive amount of effort into your system manuals and the third party sells, decides to stop developing it or doesn’t deliver – where will this leave your business?

Potentially it is high risk.

Benefits and Challenges of Procedure Manuals

The Positive Benefits of a Procedure Manual

The positive benefits of having a procedure manual in your business far out-weigh the negatives.

Your team will be aligned in what they are doing daily

Your customers will receive more consistent results

Efficiency will improve and therefore so will profit

You won’t have to repeat yourself as much

On-boarding new team members will be much easier

Expectations, benchmarks and standards will be set and remembered. No need to try and remember ‘what we did last time’

Quality will improve

The Negatives of a Using a Procedure Manual

There are a few negatives when it comes to using systems and procedure manuals. Below are just a few.

Team members may push back and not use your system

It will be time consuming to create

It might take a while to see significant benefits

Third party platforms can be expensive

If no-one ensures it is used – it won’t get used

It will take longer to do things. But this is usually a benefit because things then get done properly.

Fast Policy and Procedures Facts

MS Word – The Easiest Way to Get Started

Bring Back Quality Control into Your Business

Procedures help you operate your business much more effectively. They are a tool that you need to ensure your team have a set of guidelines to follow. If you don’t, they will simply make up their own rules and we all know how that ends up.

There are plenty of benefits using Word to create procedures. Some of these are:

• It is incredibly fast
• Easy to format
• Almost free – a subscription to Office 365 is likely already part of your software package
• Anyone can help you create them
• Updating is easy
• Familiar environment for most people
• You can 100% focus on accuracy instead of unnecessary distractions and features

Procedures are not static directives but living guidelines that navigate the delicate choreography of fostering productivity while nurturing a thriving, inclusive, and innovative work environment.

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Why Microsoft Word is a Fast Option to Get Going

Starting off your procedure manual with MS Word is easy because it allows you to get content together fast in an organized manner.

If you look to use some other online portal system like Microsoft Sharepoint or some other third party application, it is easy to get distracted by the features instead of building accurate and useful content.

The most important aspect of building these types of manuals for busy business owners is getting the content accurate. MS Word allows you to document steps fast, and ensure the process is correct. This is what you need – accurate step by step processes that answer your team’s queries instantly. Not hard to find information in a clumsy online portal.

No additional subscriptions, software complications or hassles. Just good old basic Word and text to ensure your office or business guidelines are accurate and effective.

Flexibility and Ease for Business Growth

As your organization grows, you will eventually need a more flexible tool that allows you to manage data better. There is simply way too much information required to rely on an MS Word document.

However, to get the ball rolling, MS Word is definitely a cost effective way to start.

The other huge benefit of using MS Word is that it also allows you to see how things go in your business without outlaying too much expense. You need to know what is actually going to work and what will be the best for your business and planning and mapping it out in a simple word processing document is ideal.

Microsoft Word is a fast and easy way to create a Quality System for your business

Every business is different and will require different methods of staff accessing the manual, so starting out with an MS Word file could be a good planning tool for your Procedure Manual.

Procedure Manual Template Download

If you need to get started on your procedure manual, then why not create it in MS Word and kick things off quickly and easily. Microsoft Word will allow you to create your procedure manual quickly, accurately and efficiently. MS Word is a fast and efficient way to create procedures and you can roll them out to your team in a instant.

No additional subscriptions, software complications or hassles. Just good old basic MS Word and text to ensure your office or business guidelines are accurate and effective.

MS Word Really Does Make it Easy – Save Time, Money, Effort and Stress

A significant benefit of using Microsoft Word for creating policies and procedures lies in its user-friendly interface and versatile features. MS Word provides a familiar environment for users of varying proficiency levels, making it accessible for organizations with diverse staff.

The platform’s robust styling options, including predefined templates, styles, and formatting tools, enable the creation of professional and consistent documents.

Features Enhance the Experience

Additionally, features like track changes and comments enhance collaboration during the drafting and review process. With built-in tools for creating tables of contents, headers, footers, and incorporating visual elements, Word streamlines the policy creation process, fostering efficiency and ensuring a polished and standardized final product.

An Example of a simple Procedure created with MS Word

Check out a simple procedure example below. This is a relatively simple task of preparing a meeting room for use. If your administration team need to know how to complete this task, it is listed out step by step.

You can see the format is simple, the steps are simple and the images help to assist in understanding the relative task required.

The following image is an example of a very simple procedure. Creating a procedure is relatively easy. However, should you be breaking down the task into something small so it is manageable?

Providing images in the step by step process makes it easier to absorb the tasks. However, this is going to take you a lot of time to create. Particularly if the process is complex and detailed.

Great MS Word Tools to Make Your Procedures More Exciting

Make a Boring Topic Interesting

Creating a procedure document in Microsoft Word can be a straightforward process, but there are some interesting features and tips that can enhance your policies so they don’t look so boring.

Styles and Formatting Feature

Utilize the Styles feature in Word to maintain a consistent and professional look throughout your document.

This helps in creating a uniform structure and makes it easier to navigate.

Define specific styles for headings, subheadings, body text, and other elements to ensure a polished appearance.

With one click you can change the character of your procedure manual to produce an attractive document quickly and easily. Ensuring you have these systems set up in Word correctly saves you a massive amount of time and effort.

Table of Contents Feature

The other massive benefit that can be used in MS Word is the automated Table of Contents feature. Once you get used to using this, it saves you so much time and effort and keeps your documents accurate and efficient.

Take advantage of Word’s automatic Table of Contents feature. As you format your document using styles, Word can generate a table of contents for you. This is particularly useful for longer documents.

Link two or more Word files together

Did you know you can link several files together? This is great for having one Master document and then several other sections. It also has the added benefit of allowing other people to work on several documents at once and then updating the Master document as you go.

What a great feature.

How to do this – To insert a copy of your file into another, embed or link to it. Go to Insert > Object. Select Create from File. Select Browse and choose the file you want to use.

Use the Navigation Pane

Another great feature is the Navigation Pane. If you create your document correctly using the styles and headings and then tick the Navigation Pane Box, a Navigation item will pop up on the left of the screen.

Then you can navigate through the document easily by clicking the hyperlinks.

This is a fantastic feature for jumping through documents quickly and easily.

Tables for Better Content

Tables are another way to create content that is easy to read and well organised.

Also consider that centering text vertically in the tables can be a bit tricky, but if you achieve it, it makes your tables present much better.

You can read more about this at this post. How to Center Text Vertically in a Microsoft Word Table – Easy and Fast

More Benefits of Using MS Word

MS Word has been around for a long time. This program is the staple diet of all IT keyboard warriors across the planet. If you needed to create any simple document, chances are it was created on MS Word.

To create searchable documents, it is a relatively easy task. However as your business expands it becomes difficult to manage. No doubt if you are just starting out in business, you need to keep your costs low. Using MS Word is the best way to create a procedure manual for relatively low cost.

The other advantage is you can also source free MS Word procedures templates online and combine these together to create your system manual quickly.

Easy Accessibility is Essential

Think about how your team will be best interacting with your Quality System and make it as simple and as easily accessible as possible.

They need to be able to get instant, easy access to it and be able to read and understand it easily. If they can’t then chances are they won’t. No point in making a quality system that is cumbersome, difficult to use, or difficult to read.

Take away all potential roadblocks for staff using your quality system.

The last thing you need to do is make your team’s job harder. This defeats the purpose of having a good quality system to keep your business nimble and flexible.

MS Word also Has Easy Reference Tools

So if you are going to create a procedure fast with MS Word, check out some of the tips below you can utilize to speed things up. If you know how to use it, it saves a lot of time and you can produce professional documents very quickly.

Let’s take a look at a couple of great feature of MS Word. Firstly, the Automated Table of Contents. This feature is awesome. Create a quality system fast using a procedure template with a table of contents already formatted.

Automated Table of Contents Benefits

The automatic table of contents in Word is great once you know how to use it. If you don’t, it will take a little bit to understand how it works. However, there are numerous benefits of using the automated table of contents feature.

A couple of these are:

• Once it is set up – it is very easy to update your Procedure Manual

• It makes it very easy to plan out your document accurately

• You can easily see the context of your document every time it is updated in the Table of Contents

• It helps you plan your document and improve the overall structure.

Table of Contents Feature

Let’s take a quick look at some of the settings to speed things up for you.

So go to References then click Table of Contents in the left corner.

You can insert the type you want pretty easily. Changing it does become a bit harder but use the Styles to create your automated styles.

Click the image to enlarge.

Download a Free Automated Table of Contents Sample

If you need to set up your table of contents and don’t really know where to start you can download this sample below. This basic template has an automated Table of Contents set up in it that you can use as an example when creating your own procedure manual.

This is what it looks like below and you can download the actual .docx file by clicking the download image.

MS Word Styles – The Key to Great Formatting

If you want to use the Automated Table of Contents feature you must use the MS Word Styles. This is the backbone of the Table of Contents.

How to Open MS Word Styles Box

To Open the MS Word Styles press the following keys together…

SHIFT CTRL ALT and the letter S.

Yes – 4 keys at once…..!

This will open up the styles and you can go through and change the styles to suit.

You can see the Styles box on the left hand side in the image below.

Click the image to enlarge.

Using the styles takes a bit of practice. There are plenty of options to consider and you might need to do some research online on how to make it work right.

Find and Select Feature

The find and replace feature in MS Word is really powerful to replace text fast and accurately.

Step 1 – Find the Find and Select Button

You should find the option to open this feature in the top right hand corner of the screen. See below.

Step 2 – Click the More Button

Once the popup box opens, you can see there is an option to expand the box. See circled below.

You can see the options are now expanded and they can be hidden again by simply clicking the same box.

Step 3 – Enter the Text you want to Find and Replace

Now you can include the text you want to change in the options provided. Also note the other check boxes below this which allow some pretty powerful functions and are worth experimenting with.

The Find and Replace feature has plenty of options to try. Experiment with what they do because they can make your life a lot easier when amending a file.

Benefits and Challenges of Using Microsoft Word

The Positive Benefits of Using Microsoft Word

OK, so there are massive benefits of starting a Procedure Manual with Microsoft Word.

It is very cost effective. All you need is MS Word software and you are ready to go.

It is easy to add information. You can simply open the document and start adding policies and procedures.

It is easy to update. Nothing to it. Just open up the file and away you go.

The search function is already in there and easy to use. Train your team to use the search function.

You can use MS Word to start things off and this will allow you to get content together which you can still use down the track if you decide to use another method such as a database.

Giving others access to the file is easy. They just need to know where it is.

The Negatives of Using Microsoft Word

Once your manual gets to a certain size it is going to be harder to manage.

You can’t really keep printing out your manual each time it gets updated.

It makes it hard to track changes if you want to track changes in your manual.

You cannot separate your manual into different permissions for each type of team member in your business. Some area you may not want your team to view.

Giving other access to the file might be risky. They could potentially change it which might have significant consequences to your quality control.

Alternative Word Processing Software for Procedures Creation

You can create a procedure template in Word, however, think about these other packages too. Did you know there are a ton of alternatives to using MS Word?

Similar Options for the Same Result

Similar programs that allow you to do the same thing. If you check Google this is what pops up. There are quite a few alternatives to consider.

LibreOffice – Another Free Option

LibreOffice is another free alternative to MS Word. It is very similar however the best bit about it is it is free.

This open source software is great and will do the job for you with no dramas. The biggest benefit is that it is free. Something you should be looking out for if you are starting out in business.

LibreOffice functions much the same way as MS Word. It has a lot of the features of MS Word and all you simply need to do is get used to using it and before you know it you will be an expert and using it.

Save heaps of money by using LibreOffice.

One Platform or Place for Answers

Keep it Simple for Accuracy – Transfer to Something Larger Later

There is nothing worse than starting a project and not finishing it because it became too complicated. Enter the timeless wisdom of ‘Keep It Simple, Stupid’ (KISS) – not just a snappy acronym, but the superhero mantra for anyone drowning in the sea of unnecessary complications.

This is where using MS Word to create policies and procedure comes into play. Simple is better and more cost effective especially if you are just starting out, have a limited budget or not sure which path to take. You can’t beat the old document producing software package of MS Word.

If you keep your policies and procedures simple and communicate them regularly to your team, your business will be way more efficient and therefore more competitive.

A Free Procedure Template

Download a Free Procedure Manual Template sample.

Improve the Performance of your Organization

A Procedure Manual will improve the performance of your organization. A Procedure Template will allow you to create your manual easier and faster.

If you are searching online for something suitable for your organisation, the results can be overwhelming. There are so many to choose from and it is difficult to determine which direction to take.

Utilizing free resources are worth the effort to help you gauge the right direction to take and once you have explored the options available and the suitability, you can then possibly commit to a paid solution at a later date.

If you are just starting out in business or looking to save some money, then download our basic free Procedure Template. This will at least help you to get started and once you progress in building your manual, you can then consider alternatives at a later date.

Why you must Focus on HR (Human Resource) Documents

Delivering your product or service accurately requires quality expertise. A team of people that are committed and dedicated to what they do. You cannot afford to cut corners when it comes to employing the right people.

The right people in combination with the right system documents is key to success.

A document or set of instructions that communicates tasks, processes or policies will make an immediate difference to the performance of any organisation. It can have a range of things in it depending on the type of business you have, how complex your business is and how it operates.

It doesn’t matter if you need an office manual template or a workshop manual template. The point is, you need something for your team to follow regardless of what they do.

It can also include policies and rules about how your team should behave in your business. As business owner, if you haven’t communicated this to your team then it is likely they will adopt their own standards.

The last thing you want is a team of people that behave however they want in your business. Setting the standards is good business and making sure everyone understands these requirements is essential to build team morale and provide a vision and direction for your business.

These documents offer a standardised method for creating your product or delivering your service. Numerous tasks, workflows, and rules, assuring operational consistency and efficiency are essential.

Any business owner that doesn’t take Human Resources seriously is asking for trouble. People are complex and it takes significant effort to ensure your team is aligned and productive every day.

3 Important reasons your Team need Procedures

3 important reasons you need procedures in your business include:

1. Critical Tool for Consistency

Firstly, it serves as a critical tool for maintaining consistency in operations.

Small businesses often operate with limited staff, and a policy and procedure manual ensures that every employee follows standardized processes and workflows, leading to consistent product or service quality and customer satisfaction.

2. Dramatically helps with Employee Training and On-boarding

Secondly, a policy and procedure manual aids in employee training and on-boarding.

Small businesses may frequently hire new employees or cross-train existing ones. Having a well-documented manual simplifies the training process by providing a comprehensive guide that new hires can refer to, reducing the time and resources needed for training.

This not only accelerates the integration of new team members but also minimizes the risk of errors and misunderstandings.

3. Reduces Your Workload as Business Owner

As we all know, operating a business is not easy. You need all the help you can get. A policy and procedure manual is like another manager. Helping your team to deliver your products or services to the benchmarks you as the business owner know are required to survive.

In essence, a policy and procedure manual is a foundational resource that fosters efficiency, consistency, and adaptability in a small business, contributing to its growth and sustainability.

Can you Really Afford to not have a Procedure Manual in your Business?

Can you really develop a good quality business without standards, guidelines and rules?

It would be very difficult to create a good quality business if you don’t have any rules, policies and guidelines for your team to follow.

Your team would be like a ship without a rudder.

Like the old saying:

“A man or woman without a purpose is like a ship without a rudder”.

There is a lot to all parts of an organization, and if your business is complex, then there is a ton of information you need to add.

Creating a Policy and Procedure Manual with MS Word is really simple and easy and you can get it rolled out to your team almost instantly.

Make a start today and think about the future of your business, because in 6 months time, 12 months time or 2 years time, you will be glad you spent the time to start.

How many Companies and Organizations have Policies and Procedure Manuals?

Procedure Manuals Build Quality Businesses

Any successful business usually has an extensive system. These systems run the business and ensure it is ticking over daily – in a manner that makes money.

Just do a search online for some of the larger organizations and you will see there are extensive Procedure Manuals online to refer to.

A Large Amount of Work – But Worth the Effort

Building a system to run your business is a massive amount of work. However, you need this to get your business to run efficiently without you being there otherwise you don’t really have a business – you have a job.

How do You Reduce the Amount of Work to Create a Procedure Manual?

The following are some strategies you can use to reduce the amount of work when creating a procedure manual.

• Find some good quality templates. You might need several and combine these to create a comprehensive system for your business.
• Use your team members in quiet period to build your manuals from the ground up. Use videos, text, checklists and other strategies to build a comprehensive manual quickly. Your team are likely to know the processes better than you as well.
• Engage a company to build your manuals for you. This obviously could cost a significant amount of money, however will no doubt save huge amount of time.

Standardizing Operations with Procedures

Procedure manuals are widely used in businesses across various industries as they provide clear guidelines and standardize operations.

While specific statistics vary, it’s estimated that about 70 – 90% of mid to large-sized businesses use some form of a procedure manual or operational guideline. Smaller businesses may also use them, especially as they scale or aim to standardize practices, but the adoption rate may be lower due to limited resources or informality in early stages.

We asked on Reddit about how many people use procedure manuals and what they use. This is some of the responses we received.

The popularity of procedure manuals is due to benefits such as:

• Ensuring consistency in tasks and quality.
• Reducing training time for new employees.
• Maintaining compliance with industry regulations.
• Minimizing errors and inefficiencies.
• In industries with strict regulatory or compliance requirements—such as healthcare, finance, and manufacturing—procedure manuals are almost universally adopted.

A lot of larger Corporations and medium scale businesses are certified for ISO 9000. What’s that? Read on below.

Advanced Standards – ISO 9000

The International Organization for Standardization creates and publishes ISO 9000. Wikipedia defines ISO 9000 as a quality assurance family of systems.

“The ISO 9000 family of quality management systems (QMS) standards is designed to help organizations ensure that they meet the needs of customers”

https://en.wikipedia.org/wiki/ISO_9000

Created in 1987, the International Organization for Standardization published the ISO 9000 standards which were based on publications of government procurement standards that go way back to 1979. Remember then? Neither do I….

If you wanted to win government contracts, it was required for your organization to achieve standards and this still applies today in many countries.

If you want to win government contracts for your business, then you need to look further into ISO 9000 and get your business ready for certification to meet these requirements.

However – if you are just starting out or trying to grow your business, don’t worry too much about ISO 9000. You can plan for it later.

How Does ISO 9000 Relate to Procedure Manuals?

If you are a small business, then meeting ISO 9000 requirements is likely not something you can investigate in the short to medium term. You really should just focus on getting your current procedures and policies sorted out to operate your business first and then down the track you can consider the requirements to meet the International Standards as your business grows.

When building your business, you will be documenting your QMS or Quality Manual System. Having some basic understanding of terminology will help you when you build your system.

There is a lot to learn, however if you are a small to medium business, the best thing you can do is keep things simple to start with.

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Think about the team you have and explaining how to perform a task to them on paper. This shouldn’t be too difficult; in fact it should be relatively easy to break the processes into small tasks. The biggest hurdle is time. It takes a massive amount of effort to document your procedures and processes.

A great way to speed it up is to ask your team to help you develop policies and procedures. It couldn’t be better. They will then be part of building the business and it will also keep them very busy.

What is available online to help you get started?

Detailed Procedure Examples

Below is just one example of the amount of detail required in a procedure manual.

Creating an effective onboarding procedure manual is crucial for introducing new employees to your organization and its processes.

Example 01 – Onboarding Staff Procedure Framework

I. Introduction Welcome Message from Management Overview of the Organization’s Mission, Vision, and Values Importance of Onboarding for New Employees II. Preparing for Arrival Preparing the Workspace (Desk, Computer, Supplies) IT Setup (Email, Software Access) Orientation Schedule for the First Week III. Day 1: Orientation and Introduction Welcome and Introductions to Team Members Overview of Company Culture and Values Introduction to Company Policies and Code of Conduct Tour of the Office/Facility IV. Company Overview History and Background of the Organization Organizational Structure and Key Departments Products/Services Overview Company Achievements and Goals V. Job Role and Responsibilities Detailed Job Description Key Responsibilities and Expectations Performance Metrics and KPIs Training Plan for Job-Specific Skills VI. Company Processes and Procedures Workflow Overview (From Initiation to Completion) Standard Operating Procedures (SOPs) Relevant to the Role Communication Protocols (Internal and External) Quality Standards and Best Practices VII. Benefits and Policies Employee Benefits (Healthcare, Retirement Plans, etc.) Leave Policies (Vacation, Sick Leave, Holidays) Work Hours and Attendance Expectations Dress Code and Workplace Etiquette VIII. Training and Development Overview of Training Programs Continuing Education Opportunities Mentorship and Support Systems IX. Employee Resources Contact Information (Supervisors, HR, IT Support) Employee Handbook and Policy Manual Access Intranet and Internal Communication Tools X. Health and Safety Workplace Safety Protocols Emergency Procedures (Fire, Evacuation, First Aid) Health and Wellness Programs XI. Feedback and Evaluation Performance Review Process Channels for Providing Feedback Opportunities for Career Growth and Advancement XII. Conclusion Acknowledgment of New Employee’s Role in the Team Encouragement for Questions and Open Communication Gratitude for Joining the Organization

Remember to customize the content of the manual to align with your organization’s specific processes, culture, and values. Providing a comprehensive and well-organized onboarding procedure manual can significantly enhance the new employee’s transition into your organization.

Example 02 – Leave Procedures

The following is another detailed example of a section for Leave Procedures from a Procedure Manual.

It is important to ensure your procedures and policies are detailed and comprehensive.

Requesting Leave Advance Notice Employees are required to provide advance notice for all planned leaves. The notice period may vary based on the type of leave, but generally, it should be submitted at least days before the intended leave start date. Leave Request Form Complete the designated leave request form, available from the HR department or supervisor. Provide accurate details, including the type of leave, dates, and any necessary documentation. Types of Leave Paid Time Off (PTO) PTO includes vacation days, personal days, and holidays. Employees are eligible for PTO after completing the probationary period. The number of accrued PTO days and the procedure for requesting them are outlined in the company policy. Sick Leave Sick leave is granted for illness or injury. Employees may be required to provide a doctor’s note for extended sick leave. Unpaid Leave Unpaid leave may be granted for specific circumstances. The request must be submitted well in advance, and approval is subject to managerial discretion and the company’s policies. Leave Approval Managerial Approval Leave requests will be reviewed by the employee’s immediate supervisor or department manager. Approval is based on operational requirements, workload, and the reason for the leave. Notification Once the leave request is approved or denied, the HR department or supervisor will inform the employee promptly. Leave Balance and Tracking Leave Balance Employees can check their leave balances, including accrued and used leave days, through the HR department or the company’s leave management system. Tracking: Managers are responsible for tracking employee leaves within their respective departments to ensure adequate staffing levels. Returning from Leave Return Date Employees must return to work on the agreed-upon date. Failure to return on time without valid reasons may result in disciplinary action. Transition Plan Employees are encouraged to create a transition plan before their leave, ensuring that their tasks and responsibilities are delegated to colleagues or properly documented for a smooth workflow during their absence. Maternity/Paternity Leave Eligibility Maternity and paternity leave policies are in place as per the local labor laws. Eligible employees should inform the company well in advance and provide necessary documentation. Duration Maternity and paternity leave durations are outlined in the company policy or in compliance with applicable laws. Additional information can be obtained from the HR department. Emergency Leave Notification In case of emergencies, such as a family member’s illness or a bereavement, inform the supervisor or HR department as soon as possible. Documentation Provide any necessary documentation, such as a medical certificate or a death certificate, to validate the emergency leave. Holidays and Company Closures Holiday Schedule The company will provide an annual holiday schedule outlining observed holidays. Employees are entitled to take these days off. Company Closures In the event of company closures for holidays or other reasons, employees will be notified in advance. Employees are generally not required to take leave for these company-mandated closures. Leave Without Pay (LWOP) Policy Approval Employees seeking LWOP must submit a written request to their supervisor or HR department. Approval is at the discretion of management and is subject to company policies and labor laws. Duration LWOP may be granted for a specific duration. Extended or recurrent requests require a detailed justification and managerial approval. Record Keeping Documentation The HR department is responsible for maintaining leave records, including the type of leave, dates, and any related documentation. Confidentiality Leave records are confidential and will be accessed only by authorized personnel for administrative purposes. Contact Information During Leave Availability Employees on leave are expected to provide a contact number or email address where they can be reached in case of work-related emergencies. Communication Employees should inform their supervisors or HR department of any change in their contact information during the leave period. By following these leave procedures, employees can request and manage their leaves efficiently, ensuring smooth operations within the company while maintaining a healthy work-life balance.

Finding Good Quality Templates Online

Finding a simple, good quality policy and procedure manual template online can take considerable effort. There are numerous websites that provide simple, free MS Word documents you can download.

However, the majority of these are very average quality or simply don’t have much content in them. We have collated a ten websites below that offer free templates in some form or another.

Paid Template vs Free Templates

Some of these websites below require you to pay to get their full premium versions or access to their subscription based service.

If you are just starting out in business, it is good to keep things free as you want to watch your bottom line. So there is nothing wrong with starting from scratch, downloading some free samples and creating your Human Resources system from any of the free options below.

10 Websites to Find Free Policy and Procedure Templates

Typically, free offerings vs paid offerings online have a considerable difference. Obviously if you are paying for templates you would expect a decent quality product. Alternatively there are subscription based services as well which have comprehensive templates within them.

However, if you are a tiny business, you may not need this level of detail for a few team members. It could just be overkill.

Free Templates Option 1 – Digital Documents Direct

Number one on the list is our template from Digital Documents Direct. We have a free version and a paid version. If you are looking for something that has a lot of detail already completed in it, that is generic, and suitable for nearly any type of business then take a look at our paid version.

If you need more detailed versions then don’t hesitate to check out our paid versions as well. They are really for small to medium businesses and are easy to purchase, download and apply to your business in minutes.

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Free Templates Option 2 – Bizmanualz

Bizmanualz

The Bizmanualz website has free templates available. Check them out and see if there is anything that suits your business.

We reviewed their website to see if there were any options that you could download for free that are useful. You need to sign up to their mailing list to get access to their free documents.

Once you have signed up – there are options for choosing free samples from several areas of their website which is helpful.

Money-Saving Bundles, Department Manuals, and Sector Manuals – so go ahead and check out what they have.

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Free Templates Option 3 – Process St

Process St
Process St provide a range of free templates. If you dig into their website there are many options available.

Process St is a simple and powerful way to manage your team’s recurring checklists and procedures.

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Free Templates Option 4 – Template.net

Template.net
Another good resource for finding free templates is Template.net. There are plenty of things to look at on this website. Lots of ads too.

It looks like this website is related to TemplateLab, and SampleTemplates.com. I could be wrong however they look very similar. Still, there are plenty of templates to choose from and you can spend a ton of time looking through the templates to find something that suits you.

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Free Templates Option 5 – SampleTemplates

SampleTemplates.com
Another good resource for finding free templates is sampletemplates.com. Sample templates has so much stuff and continually adding more. This site looks very similar to TemplateLab with a lot of the templates taken from businesses around the world.

It is very helpful to see how other people have developed their policies and procedures, but can make it difficult to actually get your document completed due to the massive amount of information that can become overwhelming.

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Free Templates Option 6 – Converge Point

Convergepoint.com
Converge Point is another great resource for finding free templates. There is plenty of information on this site and very professional. Integration with Sharepoint is also an option.

If you visit their resources area there is plenty of information to consider there. You could be there a while.

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Free Templates Option 7 – TemplateLab

Templatelab.com
TemplateLab has tons of options to look through. Their website also has tons of ads you may find your first visit a bit confusing. However, after a while you get to understand what is an ad and what isn’t.

There are plenty of templates available, however by the looks of it, the majority of the templates are simply taken from organizations around the world. It will take you a while to go through them all and find something relevant to what you need.

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Free Templates Option 8 – PowerDMS

Powerdms.com
Lots to look at here.

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Free Templates Option 9 – Templates.office.com

Templates.office.com
Microsoft has basic templates you can download. Their options are presented well and include a range of free choices.

However, you may find the content is a bit thin and you might need to add a lot of your own information to make it worthwhile.

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Free Templates Option 10 – SmartSheet

Smartsheet.com
Smartsheet is very professional and includes a range of templates for just about anything. A lot of the templates are a bit light on detail, however there are tons to choose from.

You may find it hard to find something specific though for your business. There are of course premium options available as well which you might want to consider.

So there are 10 websites with a huge range of free content available. Make sure you check them out.

Pros and Cons of Free Policy and Procedure Templates

Pros (For)

It is free (obviously ( : )

No commitment to subscriptions of signups

It will give you an idea of what others have done and you can learn from their experiences with no cost

If you are prepared to search you can probably find a lot of the information you need

Overall – it is free and no commitment

Cons (Against)

Likely to have a limited amount of content

Likely to be unrelated to your business

Could take you a lot of time to find a good one

Will take you even more time to customize it to suit or combine several together

You might need to signup with your details

Will likely require formatting to suit your organisation

Overall – Very time consuming

The Risk of Information Overload and Data Loss

Too much information is a massive business risk due to the overwhelming amount of information and choices online.

Platforms such as MS teams, Slack and Sharepoint are all out to get subscribers and spreading your business information across all of these platforms is just poor management.

You need one place and one place only to store all your rules, guidelines and regulations when it comes to operating your business efficiently.

Either use an MS Word document or find a platform that works for you that allows you to create backups and store information safely including allowing for the platform itself to become obsolete.

Don’t risk your whole business bay thinking the latest and greatest online App will save you because chances are one day you might find all your hard work gone.

Procedure Manual vs Policy Manual

Well, we have been talking a lot about procedure manuals. However, let’s take it one step further and talk also about Policy Manuals.

What is the Difference Between a Policy Manual and a Procedure Manual?

What about a Policy Manual? How does a Policy Manual fit in the picture?

A Policy Manual establishes the rules and principles governing the organization, whereas a procedure manual provides explicit instructions on how to apply those policies in day-to-day operations.

The two documents work in tandem, with Policy Manuals offering guidelines and Procedure Manuals explaining how those rules are put into action.

www.DigitalDocumentsDirect.com

These are two different documents but have similar aims – to educate, teach and show your team what your expectations are as business operator.

Should You Have Policy Manuals and Procedures Manuals In Your Business?

The short answer is – yes!

You can see from the graphic below as a simple business procedure example of the difference between a procedure and a policy.

Policies
Policies are usually descriptive and full of text. They outline the ‘rules’ and expectations.

Procedures
Procedures are usually step by step examples of how to complete a task. Part of a process.

A Quality System for Your Whole Business

Once you have started to get your head around the differences of a procedure manual and a policy manual, it is time to now think about each department of your business and apply this knowledge to each area.

You need to line up all areas of your business, so they are all operating from a systems based manual.

This is a massive undertaking if you are starting from scratch.

Core functional areas of your business

You will need to apply both a Procedure Manual and a Policy Manual to all areas of your business. This could include the following areas:

• Human Resources (HR)
• Accounting and Finance
• Marketing and Advertising
• Production
• Information Technology
• Operations
• Customer Service
• Purchasing
• Legal Department

Need Something More?

While a procedure manual focuses on outlining specific tasks and processes, it often lacks the broader framework needed to integrate all aspects of a business. A comprehensive business system manual is essential to ensure consistency, alignment, and efficiency across every department and function.

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Additional Resources and Terminology

Additional Resources

Other resources to learn more about Procedures and Policies for your business.

• Society for Human Resource Management (SHRM)
• Small Business Administration (SBA)
• ISO (International Organization for Standardization)
• HBR (Harvard Business Review)
• Business.gov.au (Australian Government)
• The Balance Small Business
• Investopedia
• LinkedIn Learning
• Management Study Guide
• Bizmanualz

Procedures and Policy Terminology

The following terms are often related to procedures and policies and are terms you may experience when investigating procedures and policies and quality management systems.

• Standard Operating Procedure (SOP)
• Policy Statement
• Work Instruction
• Guidelines
• Compliance Standards
• Operational Workflow
• Code of Conduct
• Risk Management Procedure
• Contingency Plan
• Quality Assurance Protocol
• Governance Framework
• Best Practices
• Employee Handbook
• Incident Response Plan
• Change Management Process
• Audit Trail
• Delegation of Authority
• Health and Safety Procedures
• Document Control Policy
• Records Retention Schedule

Procedure Manuals Frequently Asked Questions

Final Thoughts and Conclusion

Points to Note

1. Policy and Procedure Manuals will improve your business performance dramatically and well worth the effort of creating and using in any business.
2. Systemizing your business is extremely important. You risk failure if you don’t set standards for all aspects of your business.
3. There are massive opportunities online to get hold of information to start your policy and procedure manual. The problem is – there is too much information.
4. Procedure manuals and policy manuals are 2 different things. You need both.
5. A policy and procedure manual is just a part of a quality management system. Once your business grows – you will then want to start getting formal certification in something like ISO 9000.
6. Build your business on quality only and forget everything else. Quality comes through building an expert Quality Management System and implementing it.
7. Detail is required for any policy and procedure manual. You need to drill down to ensure your team know all the detail.
8. Ensure whatever platform you choose, ensure you can download and backup and easily reactivate the data should the third party decide to close the app.
9. MS Word has to be the easiest way to get your system procedures started.

Remember – Are you building a business or a job? Building an accurate, quality policy and procedure manual will add true value to your business.

That is what you are aiming for.

Speak Your Mind – Let’s Hear Your Opinion

Got something to say about Policy and Procedure Templates? Feel free to leave your feedback below.

We would love to hear from you about how you are building your business. Are you using a Policy and Procedure Templates at the moment? Do you have any sort of Quality Management System in your business?

Have you already started creating a policy and procedure manual with MS Word? Do you use the MS Word Table of Contents?

What is your experience with sourcing free templates online? Have they been worth the effort? Feel free to make a comment below.

Use MS Word and easily create a Procedure Manual Fast !
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